Operation liaison assistant

SRI RENGA TRADING PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A logistics company in Singapore is seeking an Operation Liaison Assistant to support daily operations. The successful candidate will act as a key coordination point between internal teams, vendors, and customers, ensuring schedules are managed and operational records maintained. Strong communication, organizational, and problem-solving skills are essential for this role. The ideal applicant should have a diploma or degree in a relevant field and 1 to 3 years of experience in a similar position.

Qualifications

• 1–3 years experience in operations coordination, customer service, logistics, or similar role preferred.
• Ability to liaise professionally with internal and external stakeholders.
• Attention to detail and ability to manage multiple tasks/priorities.

Responsibilities

• Act as the central point of contact between operations, sales, logistics, vendors and other stakeholders.
• Track execution of daily operational activities and ensure tasks are completed on schedule.
• Maintain relationships with suppliers, carriers, service providers and subcontractors.

Skills

Communication skills

Organizational skills

Problem-solving mindset

Education

Diploma or degree in Business Administration, Logistics, Supply Chain, Operations Management or related field

Tools

MS Office (Excel, Word, Outlook)

Job description

Coordination & Communication

• Act as the central point of contact between operations, sales, logistics, vendors and other stakeholders.
• Relay operational requirements, status updates and instructions clearly and promptly to relevant parties.
• Facilitate cross-functional meetings, prepare agendas, and follow up on action items.

Operations Support

• Track execution of daily operational activities and ensure tasks are completed on schedule.
• Monitor work orders, job sheets, bookings or production schedules and elevate delays or issues to managers.
• Support the operational team in resource allocation and short-term planning.

Vendor & Partner Liaison

• Maintain relationships with suppliers, carriers, service providers and subcontractors.
• Coordinate procurement requests, delivery schedules and service appointments.
• Follow up on vendor performance, deliveries, invoices and dispute resolution.

Customer & Client Interface

• Respond to routine customer inquiries about order status, delivery ETA, or service issues.
• Coordinate customer requests with internal teams and ensure timely feedback/closure.
• Log and track customer complaints and assist in resolution under guidance from supervisors.

Documentation & Record-Keeping

• Maintain accurate operational records: order logs, delivery notes, service reports, permits and contracts.
• Prepare and distribute daily/weekly status reports and dashboards for operations managers.
• Ensure documents are filed and archived according to company policy and audit requirements.

Scheduling & Logistics

• Coordinate shipment, pickup and delivery schedules with logistics providers and internal dispatch teams.
• Assist with scheduling of maintenance, installations, site visits and onboarding activities.
• Monitor inventory movements and notify relevant teams of low‑stock or discrepancies.

Quality, Compliance & Safety

• Ensure operational activities comply with company policies, safety procedures and relevant regulations.
• Assist in basic inspections, checklists and corrective actions to maintain service quality.
• Report incidents or non-conformances and support follow-up investigations.

Problem Solving & Escalation

• Identify routine operational bottlenecks and propose practical solutions to supervisors.
• Escalate critical issues promptly with clear background information and recommended next steps.
• Track open issues until closure and communicate outcomes to stakeholders.

Continuous Improvement & Process Support

• Capture operational feedback and assist in documenting standard operating procedures (SOPs).
• Support small process‑improvement initiatives (data collection, pilot runs, coordination).
• Help implement new tools or workflow changes by assisting with testing and user coordination.

Administrative & Ad‑hoc Tasks

• Prepare operational correspondence, meeting minutes and presentation materials as required.
• Assist with basic invoicing follow‑up, purchase order verification and expense documentation.
• Provide on‑the‑ground administrative support during peak operations or special projects.

Typical daily / weekly activities

• Morning check‑in: review pending orders, exceptions and urgent emails; update dashboard.
• Coordinate with logistics/suppliers to confirm deliveries for the day.
• Update stakeholders on job progress and elevate exceptions.
• Prepare end‑of‑day status report and handover notes for night/next shift (if applicable).
• Weekly: consolidate performance data, vendor KPIs and outstanding issue logs for review meeting.

Required skills & qualifications

• Diploma or degree in Business Administration, Logistics, Supply Chain, Operations Management or related field (or equivalent experience).
• 1–3 years experience in operations coordination, customer service, logistics, or similar role preferred.
• Strong verbal and written communication skills; ability to liaise professionally with internal and external stakeholders.
• Good organizational skills, attention to detail, and ability to manage multiple tasks/priorities.
• Proficiency with MS Office (Excel, Word, Outlook); familiarity with ERP/CRM/warehouse systems is an advantage.
• Problem‑solving mindset, proactive attitude and ability to work under pressure.
• Ability to work flexible hours when required and to travel to sites/vendors as needed.

Desirable attributes

• Customer‑focused, responsive and service‑oriented.
• Team player with good interpersonal skills.
• Basic data analysis skills to prepare simple reports and dashboards.
• Experience with logistics, procurement or inventory systems.

Sample KPIs (performance indicators)

• On‑time task/job completion rate (%)
• Average response time to stakeholder queries (hours)
• Number of escalations resolved within SLA (%)
• Accuracy of documentation (errors per period)
• Vendor delivery adherence rate (%)
• Customer satisfaction / feedback score for operational interactions

Sample job description summary for posting

• We are seeking an Operation Liaison Assistant to support day‑to‑day operations and act as the key coordination point between internal teams, vendors and customers. The successful candidate will manage schedules, track order and delivery status, maintain operational records, resolve routine issues and produce regular operational reports. Strong communication, organization and problem‑solving skills are essential.

If you’d like, I can:

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